MINUTES
IFMA Exec Committee Meeting
Tuesday, January 10, 2017
LOCATION: CUNA 5910 Mineral Point Rd. Room A11-20
Time- 9:00 am. - 10:00 am.
Called to order: 9:03 am
Roll-Call: Attended: President Roethke, Vice-President Schwenn, Past-President Samson, and Secretary Fisher. Director Balthazor joined at 9:10 am. Phone Attendees: Treasurer Greenwald, Directors Rowe and McWilliams. Director Dunn joined at 9:06 am.
President Roethke welcomed everyone with a wish for a happy new year and thanked all those who participated in the search for and creation of the new Chapter By-Laws. As the by-laws state that members of the Executive Team are allowed 5x per year to attend the meetings by phone, he stated that this is a method we can use only if all the members can be heard. Please send us a note saying you can’t be heard by text or email if you feel you can’t be heard or you can’t hear at any time during the call. Past-President Samson reminded us that we need to remember to talk one at a time and to pause between statements so those calling in can get a chance to break into the discussion.
Motion to accept November 8th, 2016 Executive Team Meeting Minutes by Treasurer Greenwald; Seconded by Past-President Samson.Motion Carried.
Motion to acceptDecember1st, 2016 Executive Team Conference Call Minutes by Treasurer Greenwald; Seconded by VP-Schwenn. Motion Carried.
Treasurers Report: Treasurer Greenwald submitted the following financial information:
Balance Sheet
MONEY MARKET 1 19,280.07
MONEY MARKET 2 22,362.74
OPERATING 31,585.65
TOTAL Cash and Bank Accounts 73,228.46
P&L
INCOME
Uncategorized 781.03
TOTAL INCOME 781.03
EXPENSES
Uncategorized 2,093.75
Office Expenses (Business) 0.00
Supplies (Business) 0.00
TOTAL EXPENSES 2,093.75
OVERALL TOTAL -1,312.72
Treasurer Greenwald submitted the Balance Sheet, details shown above. His work continued to resolve the banking/quicken discrepancy occurring between January-August, 2016. Still satisfied with working with Park Bank to date although he is looking into other options. Previous Treasurers Reports sent out between Jan – Aug are outside of his control but, he is doing what he can.
Motion to accept the Treasurers report by Past President Samson; seconded by VP-Schwenn. Motion Carried.
Vice-Presidents Report: None at this meeting
Past President’s Report:Past-President Samson reported on the December Holiday party held at the Edgewater Hotel. People enjoyed the food (but, no one ate the fruit platter). Timing was good. Music was good. Guest’s feedback all positive including several individuals that had not been to an IFMA event ever or it was their first holiday party expressed enjoyment. Possibly the venue and location made it more accessible. Suggestions for 2017 Holiday Party: Name Tags.Overall, Congrats on doing a good job of planning and executing. Director Dunn mentioned she can work ahead to picking a date for next year with JR.Motion by Secretary Fisher to pay Kyle’s Band $500.00,for Holiday Party Performance; Seconded by Director Balthazor. Motion carried.(Past President Samson was excused at 9:51 am.)
Presidents Report: We’ve been working on the by-laws. Substantial review, everyone had several chances to do this. Secretary delivered print copies of participation reports to President for Transparency. Ratification document was read by Secretary Fisher and signed by President Roethke and Secretary Fisher. By Law Draft 17.01.10 was distributed to all Executives and Directors by email prior to the meeting. Print copies were distributed to all directors attending.
Motion to accept new IFMAdison Chapter By-Laws by VP Schwenn; Seconded by Past-President Samson. Motion Carried. VP- Schwenn congratulated the Exec Team for “The biggest accomplishment of the Chapter in years”.
Secretary Fisher stated that the New Chapter By-Laws need to be adopted by the Chapter at the upcoming membership meeting 1/17/17. After that is signed and dated, it along with the 1997 unsigned by-law template and the ratification document of 1/10/17 will be provided to Treasurer Greenwald for his inclusion in the upcoming Chapter Re-certification submittal.
TEAM REPORTS:
Sponsorship Team: Director Dunn reported that the new easels with Sponsor logos were complete. Asked for approval of stand-up retractable Chapter banners. Will look into screened background so it doesn’t fight with the photos. Cost will be approx. 169.00 ea. Treasurer Greenwald motioned to approve the purchase of two retractable banners at approx. 169.00 ea; seconded by Director Balthazor. Motion carried. Purchase to be put on Credit Card. Director Dunn to make Purchase.Director Dunn left the meeting at 9:30 am.
Lunch Bunch: Director Rowe needs info for the upcoming Jan & Feb Meetings. Currently 4 registered for January program meeting but, will plan for 40. President Roethke referred him to Programs & Tours Chair Schneider for program details.
Member Squad: No report
Programs & Tours: No Report
Birdie Brigade: Director & Event Chair Balthazorasked for general consensus of July 25th for 2017 golf event date. Motion to accept 7/25/17 as 2017 golf event date by Treasurer Greenwald; Seconded by VP-Schwenn. Motion carried. Treasurer Greenwald will work with Directors Schwenn & Balthazor to finalize the P&L report for the 2016 Event. Director Balthazor announced he will be joining the IFMA Milwaukee Chapter at the end of January and the Event Chair for the 2017 Madison golf event will need to be confirmed as Amy Wildman. Location TBD.
Programs & Tours:Director Everson needs info for the eblast, newsletter, etc.
Professional Development Task Force:Director Sweitzer not present. JR mentioned we are trying to have a tri-chapter Centralized training.
News Crew: Director Everson needs content for January Newsletter. Secretary Fisher contributed a short piece on the by-laws. Needs Program info for upcoming meetings.
IFMA 2.0.Director Perkerwicz not present but President Roethke reported that they are working on creating a website training for the chapter leadership members to be hosted by Nathan Hansen.
Community Crew: No Report. Lorelle is healing. Hoping to be out in motion in January some time.
Facilithon:Director McWilliams reported recent successes. The team found 3 people for northern area, 1 leader for Milwaukee area and thatteam member Zirbel has 3 leads for financial backers. Hoping to fund the rest through the Madison Chapter and then repay Chapter from the sponsorship. Budget submitted. Mini-Facilithon at Stout coming up. Treasurer Greenwald asked if other scholarships are given. It’s not a sanctioned event, it’s an occupational event. Recognition awards were discussed. Treasurer Greenwald suggested increasing scholarship to $2,000.00. Past President Samson asked about previous use of the Scholarship. President Roethke responded that the Chapter leadership can limit what the scholarship is used for. Director McWilliams submitted the following rough budget by email during the mtg:
On behalf of the Facilithon WI team, we would like to submit a budget request for $4,000 for our 2016 – 2017 Facilithon WI campaign. The $4,000 breaks down as follows:
$2,000 scholarship (Thank you Executive Team for increasing this amount!!).
$500 - $1,000 Wiggly Girl/Guy production – we need to hire a company to create the bases and laser cut the parts.
$500 Update booth and presentation materials
$500 print costs (leaflets, brochures, etc.).
We have been working very hard to keep the Facilithon momentum alive in Wisconsin and our message is getting received. We are also leading the effort nation-wide with great success. This year, Florida may have the Facilithon at their State SkillsUSA competition!!
Please get back to us with what the next step is. We are starting to attend SkillsUSA events in early December and we would like to get wiggly guy production complete and update leaflets very soon.
Thank you for considering our budget request.
Motion to increase the Scholarship to $2,000.00 by Secretary Fisher; Seconded by VP-Schwenn. Discussion clarifying timing of recipient gift. Motion Carried.
Motion to approve $4,000 budget for Facilithon by Treasurer Greenwald; Seconded by VP-Schwenn. Motion carried. Money can be collected for sponsorship for this on the website.
Motion to approve $2,000.00 for IFMAdison’s 2/5 responsibility of the Chapter Accord by Secretary Fisher; Second by VP Schwenn. Motion carried.
Final note from President Roethke: Sponsor approached us to make sure we are using sponsorship money for world workplace properly. Duly Noted. Treasurer Greenwald can let the sponsor know how their sponsorship dollars are being spent in the spirit of transparency. This can be a part of the Sponsors Breakfast event as well.
Motion to Adjourn at 10:01 am by Treasurer Greenwald; Second by VP Schwenn. Motion carried, meeting Adjourned.
Respectfully Submitted by
Margaret S. Fisher
IFMA Madison Chapter Secretary